TRAVEL Step By Step Guide to Completing Your Travel Expense Claims
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TRAVEL Step By Step Guide to Completing Your Travel Expense Claims All information provided in the instructions are samples only
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TRAVEL Step By Step Guide to Completing Your Travel Expense Claims All information provided in the instructions are samples only. Enter First and Last Name. Kelly Moore. Enter Net ID. ab1234. Kelly Moore. Enter Department Name. Academic Resources. Kelly Moore. ab1234. Kelly Moore. - PowerPoint PPT Presentation
Transcript of TRAVEL Step By Step Guide to Completing Your Travel Expense Claims
TRAVEL
Step By Step Guide to Completing
Your Travel Expense Claims
All information provided in the instructions are samples only
Kelly MooreEnter First and Last Name
ab1234Enter Net ID Kelly Moore
Kelly Moore ab1234 Academic Resources
Enter Department
Name
Kelly Moore ab1234 Academic Resources
Administrative AnalystEnter Position Title
555 Windmill Drive
Anywhere CA 98765
Enter residence address (this area is mandatory when checks are mailed)
Kelly Moore ab1234 Academic Resources
Administrative Analyst
CSU East Bay
25800 Carlos Bee Blvd
Hayward CA 94542
Enter Division (CSU East Bay) and Main Headquarters/Campus Address (i.e. Hayward Hills, Oakland, or Concord Address)
Kelly Moore ab1234 Academic Resources
Administrative Analyst
555 Windmill Drive
Anywhere CA 98765
Enter Email Address
Kelly Moore ab1234 Academic Resources
Administrative Analyst CSU East Bay
25800 Carlos Bee Blvd
Hayward CA 94542
555 Windmill Drive
Anywhere CA 98765
(510)885-1234
Enter Office Telephone Number
This number will be used as a contact if there are questions regarding the claim.
This number will also be used to notify the claimant of travel reimbursement.
Kelly Moore ab1234 Academic Resources
Administrative Analyst CSU East Bay
25800 Carlos Bee Blvd
Hayward CA 94542
555 Windmill Drive
Anywhere CA 98765
Indicate whether you’d like to pick the check up once it is ready, or if you’d like it to be sent to your department through inter-campus mail.
x
October2011
Enter the month of travel in which expenses were incurred.
If a trip begins in one month and continues into another, only list the beginning month of travel. The AP Office is aware that this trip continues into the next month based upon the dates of travel.
Different fiscal years cannot be filed on the same claim. A Fiscal Year begins on July 1 and ends on June 30.
A separate travel claim should be filed for trips occurring in different months.
x
09
10
11
12
13
14
Enter the first day of departure. If trip is continuing, dates are to be shown in consecutive order (please do not list the month of travel in this area).
x
October2011
0700
Enter the time of departure. Time must be shown by 24-hour clock (see clock conversion below).
24 - Hour Clock Conversion1:00am 01002:00am 02003:00am 03004:00am 04005:00am 05006:00am 06007:00am 07008:00am 08009:00am 090010:00am 100011:00am 110012:00noon 12001:00pm 13002:00pm 14003:00pm 15004:00pm 16005:00pm 17006:00pm 18007:00pm 19008:00pm 20009:00pm 210010:00pm 220011:00pm 230012:00midnight 2400
09
10 11
12
13
14
x
October2011
09
10
11
12
13
14
0700
1800
A return date and time must be shown on the last day of travel.
Remember to show times using the 24-hour clock (see previous page for clock conversion).
x
October2011
Seattle, WA
Enter the name of the city, town, or location where expenses were incurred.
09
10
11
12
13
14
0700
x
October2011
Return
09
10
11
12
13
14
0700
1800
Seattle, WA
Enter the word “Return” on the last day of travel
October2011
Seattle, WA09
10
11
12
13
14
0700
1800 Return
The amounts shown in the examples are for demonstration only and do not reflect the current allowable amounts.
138.78
138.78
138.78
138.78
138.78
Enter the actual cost of the lodging per day. The daily tax amount must be included along with the rate.
Do not enter a lump sum for the total lodging costs on one line. Lodging costs must be itemized daily.
If the room was shared, only the single occupancy rate may be claimed.
The lodging receipt must show the claimant’s name.
Do not include meals, phone calls, faxes or other miscellaneous charges in the lodging costs.
An itemized daily receipt is required. A receipt that only shows the lump sum will not be accepted.
Please inquire about the Hotel/Motel Occupancy Tax Waiver while traveling on State business.
October2011
09
10
11
12
13
14
0700
1800
Seattle, WA
Return
138.78
138.78
138.78
138.78
138.78
138.78
Reimbursement for meals while traveling is based on actual expenses incurred. It is not an allowance given, but a reimbursement for what a traveler actually spent.
For trips lasting more than 24 hrs the max cap on food reimbursement is $55/day. The $55 can be divided up between the 3 meals as the traveler chooses, but any meal $25 and over requires an itemized receipt for reimbursement.
For travel less than 24 hrs, breakfast and dinner are only reimbursed if the traveler left home 2 hrs before or returned 2 hrs after their normal work day (ex: 6am or 7pm). The reimbursement of this meal is considered reportable income to the IRS.
*Lunch is never reimbursable on trips less than 24 hrs.
October2011
09
10
11
12
13
14
0700
1800
Seattle, WA
Return
138.78
138.78
138.78
138.78
138.78
138.78
When meals are provided during travel, indicate this at the bottom of the claim
6/10 Lunch and Dinner provided at conference6/11 Breakfast and Lunch provided at conference
October2011
09
10
11
12
13
14
0700
1800
Seattle, WA
Return
138.78
138.78
138.78
138.78
138.78
138.78
12.75
8.70
10.11
7.45
9.41
19.42
15.21
16.50
9.89
22.83
24.05
19.48
30.02
12.28
6/10 Lunch and Dinner provided at conference6/11 Breakfast and Lunch provided at conference
7.00
7.00
7.00
7.00
The daily incidental rate is $7 per day and is allowed after the first 24 hours of any trip.
Examples of incidental expenses include fees and tips given to porters, baggage carriers, bellhops, stewards or stewardesses and others on ships, and hotel staff in foreign counties.
October2011
09
10
11
12
13
14
0700
1800
Seattle, WA
Return
138.78
138.78
138.78
138.78
138.78
138.78
12.75
8.70
10.11
7.45
9.41
19.42
15.2116.50
9.89
22.83
24.05
19.4830.02
12.28
7.00
7.00
7.00
7.00
6/10 Lunch and Dinner provided at conference6/11 Breakfast and Lunch provided at conference
158.00 A
Claimant should purchase the least expensive round-trip or special rate ticket available.
Please refer to the YCAL Airfares for a comparison
Enter the cost of transportation on the corresponding date in column (A). Airfare should be entered on the departure date.
Enter the appropriate “type used” in column (B).See table below for transportation legend.
Cost of Transportation/Type Used
Commercial Airline ARailway RBus, Airporter, BART BPrivately-owned Aircraft PARental Car RCTaxi TState Car SCPrivately-owned Car PCBicycle BI
October2011
09
10
11
12
13
14
0700
1800
Seattle, WA
Return
138.78
138.78
138.78
138.78
138.78
138.78
12.75
8.70
10.11
7.45
9.41
19.42
15.21
16.50
9.89
22.83
24.05
19.48
30.02
12.28
7.00
7.00
7.00
7.00
158.00 A
6/10 Lunch and Dinner provided at conference6/11 Breakfast and Lunch provided at conference
192.50 RC
Rental Car costs should be entered on the vehicle return date.
Please note: Enterprise Rent A Car is our primary rental car company and must be used.
Reimbursement will not be made for any insurance or damage waiver. The Collision Damage Waiver (CDW) and the Personal Accident Insurance (PAI) should be declined whenever a rental car is used.
For international rentals, please purchase the full collision insurance for automobile rentals.
October2011
09
10
11
12
13
14
0700
1800
Seattle, WA
Return
138.78
138.78
138.78
138.78
138.78
138.78
12.75
8.70
10.11
7.45
9.41
19.42
15.21
16.50
9.89
22.83
24.05
19.48
30.02
12.28
7.00
7.00
7.00
7.00
158.00 A
192.50 RC
6/10 Lunch and Dinner provided at conference6/11 Breakfast and Lunch provided at conference
8.00
8.00
8.00
8.00
8.00
8.00
Enter the cost of carfare, bridge tolls, and parking charges; attach a receipt for any parking charge in excess of $10.00 for any one continuous period of parking.
October2011
09
10
11
12
13
14
0700
1800
Seattle, WA
Return
138.78
138.78
138.78
138.78
138.78
138.78
12.75
8.70
10.11
7.45
9.41
19.42
15.21
16.50
9.89
22.83
24.05
19.48
30.02
12.28
7.00
7.00
7.00
7.00
158.00 A/PC
192.50 RC/PC
8.00
8.00
8.00
8.00
8.00
8.00
6/10 Lunch and Dinner provided at conference6/11 Breakfast and Lunch provided at conference
15
15
7.50
7.50
Enter the number of miles traveled and amount due for mileage for the use of privately owned automobiles. The maximum mileage rate that may be claimed without justification to the Internal Revenue Service is .50 cents per mile.
When a claimant chooses to drive instead of using a commercial carrier, the number of miles must be reported in this column. Only the lesser amount between the cost of airfare and actual mileage will be reimbursed. Enter the lesser cost in the amount column.
Employees must have a Defensive Driving Permit on file. Contact Environmental Health and Safety for obtaining a permit.
Type Used must also be indicated in column (B).
A private vehicle license number must be entered when claiming mileage.
1MOR234
October2011
09
10
11
12
13
14
0700
1800
Seattle, WA
Return
138.78
138.78
138.78
138.78
138.78
12.75
8.70
10.11
7.45
19.42
15.21
16.50
22.83
24.05
19.48
30.02
7.00
7.00
7.00
7.00
158.00 A/PC
192.50 RC/PC
8.00
8.00
8.00
8.00
8.00
8.00
15
15
7.50
7.50
550.00
6.80
13.72
All expenses must be itemized and entered on the corresponding date in which expenses occurred.
Business expenses include: registration fees, conference materials and supplies, gasoline (for car rentals only), phone calls (all phone calls must be business related and documented as “business telephone calls” on the claim. A receipt is required for phone calls in excess of $5.00 each.
All Business Expenses must be stated in the remarks column (11) on the travel claim.
6/10 Lunch and Dinner provided at conference6/11 Breakfast and Lunch provided at conference
Line 1- Business Expense –Registration;Lines 2 and 5- Business Expense- business telephone calls 1MOR234
October2011
09
10
11
12
13
14
0700
1800
Seattle, WA
Return
138.78
138.78
138.78
138.78
138.78
138.78
12.75
8.70
10.11
7.45
9.41
19.42
16.50
15.21
9.89
22.83
24.05
19.48
30.02
12.28
7.00
7.00
7.00
7.00
158.00 A/PC
192.50 RC/PC
8.00
8.00
8.00
8.00
8.00
8.00
15
15
7.50
7.50
550.00
6.80
13.72
6/10 Lunch and Dinner provided at conference6/11 Breakfast and Lunch provided at conference
Line 1- Business Expense –Registration;Lines 2 and 5- Business Expense- business telephone calls
The Pre-Paid section is for airfare, rental car, or conference fees pre-paid by the University. The amount needs to be included above and also entered into the pre-paid section. This way the pre-paid expense is an approved portion of the travelers total claim.
158.00
192.50
550.00
$900.50
900.50
1MOR234
October2011
09
10
11
12
13
14
0700
1800
Seattle, WA
Return
138.78
138.78
138.78
138.78
138.78
138.78
12.75
8.70
10.11
7.45
9.41
19.42
15.21
16.50
9.89
22.83
24.05
19.48
30.02
12.28
7.00
7.00
7.00
7.00
158.00 A/PC
192.50 RC/PC
8.00
8.00
8.00
8.00
8.00
8.00
15
15
7.50
7.50
550.00
6.80
13.72
158.00
192.50
550.00
$900.50
900.50
$2062.80 $1162.30
6/10 Lunch and Dinner provided at conference6/11 Breakfast and Lunch provided at conference
Line 1- Business Expense –Registration;Lines 2 and 5- Business Expense- business telephone calls
The total expenses for each line (and the claim total) will be automatically calculated.
Note: if the department is not reimbursing the claimant for the full amount, please cross out the net reimbursement amount and type in or hand write in the reimbursable amount. Also the reimbursed amount should be noted in the chartfield string row.
28.00 350.50 48.00 15.00 570.52
Enter the amount of travel advances if applicable.
1MOR234
October2011
832.68
917.28
162.28
177.83
198.58
221.47
385.36
48.42 61.02 108.66 2062.80
09
10
11
12
13
14
0700
1800
Seattle, WA
Return
138.78
138.78
138.78
138.78
138.78
138.78
12.75
8.70
10.11
7.45
9.41
19.42
15.21
16.50
9.89
22.83
24.05
19.48
30.02
12.28
7.00
7.00
7.00
7.00
158.00 A/PC
192.50 RC/PC
8.00
8.00
8.00
8.00
8.00
8.00
15
15 7.50
550.00
6.80
13.72
162.28
177.83
221.47
158.00
192.50
550.00
$900.50
900.50
$2062.80 $1162.30
6/10 Lunch and Dinner provided at conference6/11 Breakfast and Lunch provided at conference
Line 1- Business Expense –Registration;Lines 2 and 5- Business Expense- business telephone calls
832.68 350.50 48.00 15.00 570.52
Your pre-paid expenses are subtracted automatically.
48.42 2062.80
7.50
198.58
28.00108.6661.02
917.28
385.36
1MOR234
October2011
To attend NASFA Annual Conference
09
10
11
12
13
14
0700
1800
Seattle, WA
Return
138.78
138.78
138.78
138.78
138.78
138.78
12.75
8.70
10.11
7.45
9.41
19.42
15.21
16.50
9.89
22.83
24.05
19.48
30.02
12.28
7.00
7.00
7.00
7.00
158.00 A/PC
192.50 RC/PC
8.00
8.00
8.00
8.00
8.00
8.00
15
15
7.50
7.50
550.00
6.80
13.72
832.68 61.02 108.66 28.00 350.50 48.00 15.00 570.52
162.28
177.83
198.58
221.47
385.36
917.28
2062.80
6/10 Lunch and Dinner provided at conference6/11 Breakfast and Lunch provided at conference
Line 1- Business Expense –Registration;Lines 2 and 5- Business Expense- business telephone calls
Purpose of travel must be listed in box (11) of the claim.
Enter detail or explanation of items in other columns, if necessary.
158.00
192.50
550.00
900.50
$900.50$2062.80 $1162.30
48.42
1MOR234
October2011
606002 EB001 13850
09
10
11
12
13
14
0700
1800
Seattle, WA
Return
138.78
138.78
138.78
138.78
138.78
138.78
12.75
8.70
10.11
7.45
9.41
19.42
15.21
16.50
9.89
22.83
24.05
19.48
30.02
12.28
7.00
7.00
7.00
7.00
158.00 A/PC
192.50 RC/PC
8.00
8.00
8.00
8.00
8.00
8.00
15
15
7.50
7.50
550.00
6.80
13.72
832.68 61.02 108.66 28.00 350.50 48.00 15.00 570.5248.42
To attend NASFA Annual Conference
6/10 Lunch and Dinner provided at conference6/11 Breakfast and Lunch provided at conference
162.28
177.83
198.58
221.47
385.36
917.28
2062.80
Line 1- Business Expense –Registration;Lines 2 and 5- Business Expense- business telephone calls
158.00
192.50
550.00
$2062.80
900.50
$900.50 $1162.30Enter the chartfield string that this travel claim should be charged to.
If you are charging the expenses to more than one chartfield string please note it on the second line. If more than two chartfield strings are being utilized, please attach a separate sheet of paper if applicable.
1MOR234
October2011
Claimant must sign and date in ink only before reimbursement will be made.
Your signature certifies that expenses claimed were actually incurred and that the cost of operating the vehicle is at or above the rate claimed.
Appropriate approver must sign and date for approval.
In approver’s absence, the next approving officer may sign.
October2011
606002 EB001 13850
09
10
11
12
13
14
0700
1800
Seattle, WA
Return
138.78
138.78
138.78
138.78
138.78
138.78
12.75
8.70
10.11
7.45
9.41
19.42
15.21
16.50
9.89
22.83
24.05
19.48
30.02
12.28
7.00
7.00
7.00
7.00
158.00 A/PC
192.50 RC/PC
8.00
8.00
8.00
8.00
8.00
8.00
15
15
7.50
7.50
550.00
6.80
13.72
832.68 61.02 108.66 28.00 350.50 48.00 15.00 570.5248.42
To attend NASFA Annual Conference
6/10 Lunch and Dinner provided at conference6/11 Breakfast and Lunch provided at conference
162.28
177.83
198.58
221.47
385.36
917.28
2062.80
Line 1- Business Expense –Registration;Lines 2 and 5- Business Expense- business telephone calls
158.00
192.50
550.00
$2062.80
900.50
$900.50 $1162.30
1MOR234
October2011
For any additional information, please contact an
AP Technician
Tammy Heard 5-2830 Processes claims A-M, by last name
Hoa Dong 5-3637 Processes claims N-Z, by last name
Tammy Heard 5-2830 Processes all Athletic travel
Anne Hoy 5-4386 Contact for check pick up
Lana Lewis 5-2854 Accounts Payable Manager
International & Moving Relocation Travel Expense Claims
You may also visit the Accounts Payable - Travel website @ http://www20.csueastbay.edu/af/departments/finance/procurement/accounts-payable/travel.html
